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Revised 8/2016
Guide to Visitors and Protocol
Protocol for Visitors
Protocol - a big sounding word, but its mean-
ing is very simple. It is the “accepted way of
doing things.” While we in Ruritan are very
flexible and friendly, there are certain accepted
procedures we follow in recognizing officers
and guests unless the persons involved request a
change or unusual circumstances dictate other-
wise.
The following list is presented to assist you
in understanding the order of precedence, by
Ruritan office:
1. National President
2. National President Elect
3. Past National Presidents
4. National Presidents or Elected representatives
of other civic groups
National Board Members:
5. National Secretary
6. National Treasurer
7. National Directors (first by tenure in office,
then by alphabetical order)
8. Foundation Trustees
9. Executive Director
National Chair and Committees:
10. Standing Committees
11. Special Committees
12. Past National Directors
13. District Governors
14. Past District Governors
15. Lieutenant Governors
16. District Secretary
17. District Treasurer
18. Growth & Development Chair
19. Foundation Promotion Chair
20. Zone Governors
21. Club Presidents
How To Handle Visits by
National and District Officers
A. When you learn that an officer is going to visit your club or
district do the following:
1. Tell the officer how many will be present, what the meeting is
for, when the officer will be on the program to speak, what other
notables will be on the program, and what clubs or organizations
will participate.
2. Ask the officer to send an advance picture and write up.
3. Write the officer and give directions to the meeting place. Arrange
to meet and escort the officer if travel is done commercially.
4. Inform the officer of the name and address of a comfortable motel
or hotel and airport nearby and offer to make reservations.
5. Inform the officer of the part to take on the program and how long
to speak.
6. If tickets are required to get in the meeting, be sure to mail one to
the officer ahead of time.
7. If appropriate, be sure to invite the officer’s spouse.
B. When the officer arrives do the following:
1. Offer an opportunity to take a shower, change clothes, and rest for
a few minutes.
2. Never take an officer to the meeting too early.
3. Be sure you have invited a photographer and a reporter. Introduce
them to the officer. They will appreciate a few words of introduc-
tion, and you will get better media coverage.
4. See that the officer is seated next to an agreeable, interesting
person.
5. Be sure your clothing is suitable for the occasion.
6.
When the Ruritan National President rises to speak, make sure
the audience also rises.
(The audience should rise only for the
National President or the representative, not for any other officer
or speaker.)
7. Give ample time on the program. If you cannot do this, then do
not invite him/her in the first place.
C. After the meeting is over do the following:
1. The officer will stand to be thanked for the part
played on the program. You should stand next
to the officer and advise who the persons are
that come up to speak. If you do not know their
names, ask them. Then tell the officer so they
may be called by name.
2. Guests should not be solicited to participate in
fundraising activities of the club or district.
3. Either take or guide the officers to the place
where he/she will spend the night. Talk a few
minutes and leave. If the officer has a car and
will not need you to take him/her to the air-
port or station, then advise the best place to eat
breakfast.
4. After the officer gets home, write to express your
appreciation.
How to Handle Introductions and Seating Arrangements
Introductions:
It should be pointed out that in making introductions,
protocol requires that the office of lowest rank (the bottom of the list above)
be presented first, reserving the highest office until last.
Also, when a person to be presented has held more than one office, that
person is introduced only once, and then by highest office.
Seating:
Protocol requires that the highest office represented shall be
seated to the right of the presiding officer, with the next highest to the left,
and so on from right to left.
However, because of the size of most head tables, usually only those
who will participate in the program and are holding office at the time will be
seated at the head table. If space will permit, then others may be seated in
the order of precedence.
While these rules of protocol are generally accepted, it should be
remembered that good judgment and the wishes of those involved should
always be respected.
General